Administrative Coordinator - Jobs in Kamloops, BC

Job Description

Posted23-Aug-2022Service lineGWS SegmentRole typeFull-timeAreas of InterestAdministrativeLocation(s)Kamloops - British Columbia - CanadaSUMMARYThis is a union position with the BCGEU and is governed by a Collective Bargaining Agreement. The hourly wage for the role is $35.72 based on a 35-hour work week.Responsible for the provision of administrative support services and supervision for the assigned team. Directly responsible for administrative functions providing adequate support for the Projects/Service Administrative Teams and for supervising Team Members including recruiting, scheduling, assigning tasks, monitoring performance and conducting performance appraisals. Instructs Service Administrative and/or Project Assistant Team Members and operational staff on corporate policies and procedures. The Administrator Coordinator is also responsible for supervising and coordinating all aspects of service delivery. This position provides support to their respective teams in the key interface between the customer, service provider, Operations Centre and internal AFSI service delivery personnel.KEY DUTIES & RESPONSIBILITIES1. Responsible for the accurate and timely processing of administrative functions

• Accesses workload, organizes and schedules staff to ensure adequate staffing; monitors Team central mailbox and assignment of Team member rotations
• Supervises Team Members responsible for the processing of projects, purchase orders, work orders, and payroll as well as dispatch, switchboard and reception
• Enters and maintains project and workorder information in technology platform(s) and is responsible for the data integrity of same
• Purchases office supplies and equipment for the office

2. Responsible for the preparation and administration of financial, budgetary and billing information and reports

• Verifies and processes purchase orders, invoices, JVs, timesheet / lien search batches and contracts
• Prepares year end accruals; responsible for project close-outs and purchase order close outs
• Compiles and reviews data and completes system updates for 5-year project plans
• Generates ad hoc reporting as required

3. Other related duties

• Responds to and resolves internal and external customer inquiries and complaints on administrative issues and vendor invoicing
• Maintain databases, including ensuring all relevant information is maintained within technology platform(s) and that all necessary communications are maintained
• Provides support in service requests
• Provides support in contract documentation, including preparation and revisions
• Provide new PA and SA Team employee orientation on Corporate and office procedures and policies as well as ongoing Team training
• Supports administration of special (project) programs as required
• Provides support and performs duties as a Service Administrator capacity, as required and as appropriate
• Other duties as assigned

DECISION-MAKING CAPACITY1. Establish contact with clients and display tact in dealing with confidential information2. Recommend actions that display sound judgement and have both the client’s and businesses best interests in mindFINANCIAL RESOURCESThis position has commitment authority of $1,000 for materials and labour and $500 for materials only. Orders and signs for office supplies and equipment. Sets up various office service contracts such as for photocopier or courier. Reviews and verifies expenses, invoices, purchase orders and other contracts.EDUCATION, JOB-RELATED YEARS OF EXPERIENCE, & QUALIFICATIONS

• High school completion plus a specialized technical or business course

KEY KNOWLEDGE & SKILLS

• Knowledge of financial management software
• Supervisory experience
• Excellent interpersonal skills
• Strong customer-oriented skills
• Good communication skills (verbal/written)
• Ability to multitask
• Analytical and problem-solving skills
• Ability to work independently
• Good computer skills, Excel and Oracle, an asset

LICENSES AND/OR PROFESIONAL ACCREDITATIONNoneQuick Apply

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